How to handle scope changes in fixed price web projects

By Scopefolio Support

Drafted with AI assistance

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A client asks for “one small change.” Before estimating it, work out which promise the request touches. You may owe a correction, have room for an included revision, or need a new agreement. Classifying the request fairly gives a freelance web developer a better starting point than its apparent size. Use the process below to protect the agreed delivery while giving the client a clear choice.

Compare the request with the agreement

Use three working categories, based on the scope and review terms you actually agreed:

• A defect is work that fails an agreed requirement. If the gallery was meant to show complete images but crops them, investigate and correct that failure under the existing agreement. A missed requirement does not become extra work because fixing it takes longer than expected.

• An included revision changes an existing deliverable within the agreed review allowance. Reordering supplied gallery images might qualify. Define what a round covers and how feedback is collected; “one round” should not leave either side guessing about its limits.

• A scope change alters the agreed result, quantity or process. Adding gallery filters may introduce new behaviour. An additional review round can also change the allowance, even if each individual edit seems small.

Split mixed requests into separate items. A client can report a defect and request a feature in the same sentence. Reaching the revision limit should not turn a genuine defect into a paid revision.

Give completion an observable test

Write acceptance criteria before work starts. For a gallery, specify the image count, expected display, interactions and agreed browser checks. Name who supplies the images and whether image editing is included. Record the design version both sides are approving.

Make each check something you can demonstrate together. “Looks professional” invites different interpretations; “displays the twelve supplied images without cropping at the agreed mobile and desktop sizes” gives you a test. Acceptance checks should sit alongside the price, delivery date, client dependencies and review allowance.

Resolve gaps without inventing certainty

Sometimes the brief says only “add a gallery.” A missing detail alone does not establish that a request is chargeable. Review the proposal, approved designs and relevant messages together. Ask what the client expected and explain your interpretation. Then agree the missing detail and its impact before continuing the disputed part.

If you choose a goodwill exception, record exactly what you will include and whether it affects delivery. Do not let an unrecorded favour quietly expand every future request. For an uncertain integration, propose a bounded investigation before promising a fixed implementation price.

Show the whole impact before requesting approval

A useful change proposal identifies the current approved version, the requested result and its new acceptance checks. Estimate implementation, testing and deployment work, and identify any client inputs. Show the price adjustment, complete revised total and revised delivery date. Offer a smaller version, a later phase or the original scope when those are realistic options.

Here is a fictional example. The amounts illustrate the decision, not a recommended rate. A four-page portfolio costs GBP 1,800 and is due on 22 October. It includes a twelve-image gallery without cropping and one consolidated feedback round. During that round, the client requests three things:

• Fix cropped images: a defect against the agreed display requirement

• Reorder the images: an included revision

• Add filters by service: a proposed scope change

The filter proposal adds GBP 240, making the total GBP 2,040, and moves delivery to 26 October. It covers three service filters plus an “All” view, with the selected filter showing only matching images. Delivery assumes approval by 12 October and labels supplied by 14 October. The original fixes and reordering remain covered.

Ask for a decision the client can answer

Copy and adapt this message after checking the request against your agreement. Separate defects and included revisions from proposed changes. If the scope is unclear, resolve that first.

Subject: [Project] change proposal [version]

Hi [client approver],

I’ve checked your request for [request] against our approved scope [version, date and link].

Already covered: [defects or included revisions to handle under the current agreement]

Proposed change: [what will be added, removed or changed]

Reason: [the agreed deliverable, quantity or review limit this changes]

Completion check: [how we’ll verify the changed work]

Price: [currency and current total], with a [currency and increase/decrease] adjustment. The revised project total is [currency and new total].

Delivery: [current date] becomes [proposed date].

Dependencies: approval by [date], plus [client inputs, responsible person and due date].

Please reply “I approve [project] change proposal [exact version], including its scope, revised total, delivery date and dependencies,” or tell me what you’d like adjusted.

I’ll keep the proposed change pending until you approve it. [Explain any effect on the existing work while the decision is pending.] If approval or inputs arrive late, I’ll confirm the delivery date again.

Send the proposal to the designated approver. Save their explicit decision with the exact version. An opened link or unanswered message is not approval. If the scope, price or date changes during discussion, update the proposal and request a decision on that version. Reconfirm delivery if approval or client inputs arrive late.

Check each request before starting

• Which agreed requirement or allowance does this request touch?

• Have defects, included revisions and new work been separated?

• Can both sides test the proposed result?

• Are the revised total, delivery date and dependencies clear?

• If the agreement changes, has the designated approver approved this exact version?

Keep that record with the project so the next request starts from the same agreement.

You can use this workflow in a shared document or explore Scopefolio free early access, with no card required.